Application Only Programs

'Application Only' programs allow you to open programs for expression of interest - where applicants have to be deemed eligible or suitable for a program before they can be enrolled.

Super Administrator

Written By Donna Hanson-Squires (Super Administrator)

Updated at February 25th, 2025

Some programs are suited to direct enrolment, open to anyone who wants to participate, but for others, you might need a more discerning approach. 

“Application Only” programs can be set up so that a person who is interested needs to apply to attend. The Applications Inbox is used to help administrators review and manage applications.

 

Create Application Forms

To create an application form for a program, go to Program Admin > Catalogue:

This screenshot shows the section of Academy where an admin user can manage application forms. Within the 'program admin', then 'catalogue' subheading, the tab ' applications' has been selected. The window showing has an 'add form' button in the top right highlighted to demonstrate this is how the user would add a new form. The window also shows 2 existing applications forms in a list, with details about when the form was created and how many programs it's currently linked to.
  • Add Form and name your template
  • Add questions to your application. Questions can be required or optional. Available question types are:
    • Single Line - for short, free text responses eg. what is your current job title?
    • Open Ended - for longer form, free text responses eg. what are your goals for the program?
    • Single Answer - choose one option from a drop-down
    • Multiple Choice - choose from multiple options in a list
    • File Upload
       
This screenshow shows the editing window for application forms. It shows an overview of the form, including when it was made, who made it and how many programs it is linked to. The status of the form is toggled to 'active'. There are three question blocks below this indicating what questions the application form includes. The form can be previewed by clicking the 'preview' button in the top right corner of the window. The questions show different types: single line question, file upload, and a new question editing window.

 

Once your application form is complete, link to your 'Apply Only' program. In the Program Settings for that program:

  • Go to the Self Enrolment tab
  • Choose 'Application Only' as the Self Enrolment method
  • Set an Application Close Date. This is the last date you will be accepting applications for this program.
  • Link the Application Form you created in Program Admin > Catalogue
  • Decide how often you want users who have permission to manage and process the applications to receive an email notification that a new application has been submitted:
    • choose to receive an email for every application
    • choose to receive a daily summary of all applications received that day
  • Note the roles that have permission to manage/process applications. In the Platform Role, this can be set to:
    • Manage ALL applications
    • Manage ONLY applications for programs where the user has the Program Coordinator role.

 

This screeshot show the 'self-enrolment' tab within the program settings for a program. The window shows that in the self-enrolment methods drop-down menu, 'application only' has been selected, with the other option saying 'direct enrolment'. Furhter down the page the admin user can select the desired application for from a drop down menu and turn on notification settings. They can also add users to be reviewers for this specific course application.

 

 

Manage Applications

The Application Inbox is available in the Actions area to any user who has permission to manage applications for at least one program. You can view and process Open Applications here.
 

this screenshot shows the application overview dashboard within the action home menu. It provides the admin user with an overview of the total number of enrolled users for the selected course and the remaining spaces in that program. It also has information about all applicants, both new and already enrolled. This image shows the 'new application' tab selected, with a list of applicants yet to be processed below. There are details of the user and when their application was submitted, plus a drop-down menu with actions for the admin user to select from: either 'open application' or 'shortlist applicant'.

 

Process Applications

To process an application, click on it to open the details screen.

This screenshot shows the individual applicant for a program within the applications area of the actions home menu. It provides an overview of the applicant and the status of their application. There are five tabs the admin user can select from to interact with the application. These are Profile, Application Form, Action, Notes and Log. The Action tab is highlighted in this image, demonstrating where the admin user can determine the outcome of the application. Within this tab, there are 5 options: enrol applicant, enrol applicant in another program, withdraw on behalf of applicant, refer to another program, and unsuccessful application.

View the applicant's profile details (via the Profile tab) and the applicant's responses that they submitted to the application form questions (via the Application Form tab).

Use this information to decide if the applicant is suitable/eligible for the program and decide which action to take. You can:

  • Enrol the applicant in the program. The applicant will receive the standard program enrolment email.
  • Enrol the applicant in a different program than the one they applied for. In this case, the applicant may not be suitable/eligible for the program they applied for, but they may be more suited to a different program. The administrator may have a conversation with the applicant to recommend a different program and decide to enrol them in that program instead. The applicant will receive the standard program enrolment email for the program in which they are ultimately enrolled.
  • Withdraw on behalf of the applicant. Applicants can withdraw themselves, whoever if an administrator has spoken to an applicant and they are no longer interested, they can withdraw the applicant.
  • Refer applicant to another program. In this case, the applicant will receive an email recommending other programs they may be more suited to. The administrator can edit this email to make the relevant recommendations.
  • Unsuccessful application. In this case, the applicant will receive an email telling them their application has not been successful.